How To Hire An Office Administrator

Complete with job descriptions, skill profiles, and interview templates. Use this Office Administrator hiring guide to help you make the right decisions, fast.

Office Administrator Recruitment Guides

What does a Office Administrator do?

An Office Administrator ensures the office runs smoothly and supports staff. This is done by making sure that the daily office operations are in order; office supplies are in stock; prepare and submit supply requisitions; controlling correspondences; monitoring clerical tasks, and adhoc duties to help employees.

Day to day tasks of a Office Administrator

Skills assessment

Office Administrator definition

An Office Administrator’s primary responsibility is to oversee the office operations including all administrative tasks. This person ensures that administrative staff are doing their job efficiently; monitoring supply inventory; making sure the flow of work on the floor is smooth and assisting in any problem needed. Because of this, they must have sufficient experience in doing administrative work or be a quick learner.

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HIRING PROCESS

Office Administrator Hiring Process

Step 1: Understand the role
Step 2: Source Applicants
Step 3: Skills Assessment
Step 4: Interview
Step 5: Hire

Build the Ideal Candidate Profile​

To find the best person for the role, you need to understand what the role involves. You can complete this with the hiring manager to define the role, its contribution, and the skills needed.

Write A Job Description Based On Skills

Once you understand the requirements for the role, you’ll need to understand the skills for success. You can then write an effective job description to promote your role.

Selecting The Ideal Candidate

See which applicants have the right skills for the role. Send all your applicants a Vervoe skills assessment from the expert library, or customize one for your organization.

Interview Top Performers

Your skills assessment results will identify top performers. Focus your time on interviewing those that have met or exceeded your requirements. Assessment results will also help guide which skill areas to focus on in the interview.

Making An Offer

Once you assess your candidates against these skills, you’re ready to offer the top performer(s). You should base your offer on the value that the candidate would bring to your team and your business as a whole. It is also important to ensure your compensation and benefits packages are competitive in the industry and help you attract and retain the top talent.
Build the ideal candidate profile

Skills needed for a Office Administrator

An Office Administrator must have good communication and interpersonal skills. As the person in charge in the overall operations of administrative tasks in the office, they will be talking and interacting with all the employees on the floor and visitors and guests. Aside from this, as a person in charge, they should have sufficient experience in the field so that they can perform their job well.

Pro Tip

For administrative roles, you are likely to receive a number of applications ranging from entry-level to senior position alike. Ensure to highlight the qualifications needed for this position, and you can also mention the expectations for this role so applicants will know if they are a good fit.

WRITE A JOB DESCRIPTION BASED ON SKILLS

How to write a Office Administrator job description

Once you’ve determined the skills required for the role, you can write the job description to advertise for your position. Here’s what to include in your Office Administrator job description:

Job Title: What position are you hiring for?

Summary: What makes your company unique? What would it be like to work for you?

Responsibilities: An overview of the role’s day-to-day activities, and how the position contributes to the organization

Requirements: Skills a candidate must have to perform the job successfully

Benefits: Details of compensation, benefits, and any perks on offer

Pro Tip

In building your candidate profile, remember you’ve already identified what skills are needed to succeed in the role. Here’s where to list your “must-have” skills and maybe a couple of “nice-to-have” skills. For example, an Office Administrator must have exceptional interpersonal skills, but it would be nice to have knowledge in project management tools.

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SELECTING THE IDEAL CANDIDATE

Sample skill tests for a Office Administrator

Create a free account today to access the full assessment and more from our library

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Question 1

Multitasking

Question Type: Text

You’ve been asked to assist your colleague with a number of tasks with an urgent deadline. You also have to book your directors last minute business trip (travel, accommodation and client dinner) for this evening. 

How would you manage your day so that you ensure you complete all your tasks before the end of the day?

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Question 2

Microsoft Office

Question Type: Spreadsheet

Your company recently held an event, the marketing team wants to know the average age of the attendees for future marketing reasons. The marketing team have collected all the data, however don’t have time to make it presentable for a meeting and have asked you to do it.

Using Excel, please showcase the data they have provided.

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Question 3

Interpersonal Skills

Question Type: Video

What projects have you worked on that you are most proud of, and why?

INTERVIEW TOP PERFORMERS

How to interview a Office Administrator

Once your Vervoe skills assessment has surfaced the most qualified people for your open role, you can focus on interviewing these candidates. The interview should focus on any skills that require development that were highlighted from the skills assessment.

Now you know that candidates can do the job, the interview becomes more of a relationship building exercise where you can get to know the candidate on a more personal level, understand their motivations, and how they would fit in with the team.

Making An Offer

How much does it cost to hire a Office Administrator?

The US average for an Office Administrator according to Salary.com is $43,358, while as reported by Glassdoor.com, it is at $39,293. The salary range is $38,784 - $172,000. Some companies offer additional pay including tips and performance bonus.

Office Administrator Salary United States

Office Administrator salaries in the United States range from $38,784 – $172,000. This figure depends on factors including education, years of experience in the profession, and location.

Office Administrator Salary United Kingdom

Office Administrator average salaries in the United Kingdom range from £19,589 – £21,423 (GBP). This figure depends on factors including education, years of experience in the profession, and location.

Office Administrator Salary Australia

Office Administrator average salaries in Australia range from $54,000 – $60,000 (AUD). This figure depends on factors including education, years of experience in the profession, and location.